Position: Administrative Assistant to Principal(s)

Reports to: Assistant Principal(s)

Effective Date: October 2024

PURPOSE AND SCOPE:

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. This role will support staff, faculty and substitutes and ensure they have the resources and support they need to do their work effectively. 

ESSENTIAL JOB FUNCTIONS:

• This position provides administrative assistance to the Principal, Assistant Principals, and Dean of Faculty and requires knowledge of the scheduling and students' records processes. It also provides support to current students and their families.
• Provides administrative support to President/Principal; Assistant Principal for Student Services; and the Assistant Principal for Learning Services. Administrative support includes but is not limited to screening calls; calendaring, managing files and electronic correspondence and preparation of confidential information. 

• Assist at the front desk. This will include but not limited to; answering phones, interacting with students, parents, guests, faculty and staff, sorting mail, printing and copying.

• Works in conjunction with the campus Event Planner with the Master Calendar.
• Helps coordinate the Course Description Guide. This includes working on the timeline for completion; updating the guide and making sure everything is order for release.
• Other duties as asked by the Assistant Principal.
• Handles sensitive information in a confidential manner.
• Sub Coordinator – Manage and fill in substitute coverage when Faculty is out.
• Performs other job-related functions as directed.
• Ability to work in a team environment and maintain good working relationships with all diocesans, parish and school staff.

• Ability to assess personnel and program needs
• Ability to work cooperatively and collaboratively with others
• Ability to build rapport
• Frequently communicates accurately and appropriately with other employees or the public.
• May work irregular hours.
• Work with frequent interruptions.
• Maintain composure, humility, and professionalism at all times.

• Able to articulate a clear understanding of the Catholic faith and to serve as a committed witness to its mission.
• Maintain all student records in PowerSchool and Canvas, as well as hard copies.
• Complete the yearlong cycle of creating courses and records in PowerSchool and Canvas
• Fill in for other administrative assistants on campus as needed

Performs any other job-related tasks deemed necessary and/or assigned by the Assistant Principal(s).

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Proven administration or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office and Google Docs
• High school diploma or equivalent; college degree preferred
• Must demonstrate personal self-discipline, be adaptable and ?exible in routine and unexpected situations.
• Must use good judgment in daily encounters. Must use verbal and written language correctly.
• Must demonstrate an appropriate sense of humor.
• Must demonstrate knowledge and understanding of good teaching techniques and child psychology.
• Must maintain appropriate grooming and dress as stated in the faculty handbook.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must regularly lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The employee must be able to stand for periods of time outside in the heat and cold. The noise level in the work environment is usually moderate. The position will require some evening and weekend hours.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

EVALUATION

Performance of this position will be evaluated in accordance with the procedures developed by the Diocese of Phoenix and Notre Dame Preparatory under the direction of the Chaplain, Principal, Assistant Principals and President.

TERMS OF EMPLOYMENT

Twelve-month employee (paid in 12-month contract), full-time, salaried. The Executive Committee under the guidance of the Diocese of Phoenix establishes base salaries and stipends. A schedule of mandatory days and extra responsibilities is provided prior to the start of a new school year.

MINIMUM QUALIFICATION

• Preference given to a practicing Catholic, but faithful persons of other faiths are welcome (admin jobs must be practicing Catholic)
• Must be willing to make a public Profession of Faith if Catholic; if non-Catholic, willing to support Catholic teachings and philosophy
• Must have at least 5 years’ experience in the field or related area
• Must hold a high school diploma or equivalent; college degree preferred
• Complete Safe Environment Training and signed the Code of Conduct. AZ Fingerprint clearance completed.